Using LuxSci Email: Controlling Inbound Email

LuxSci Video How To Series

Additional Information

Video Transcript

In this video, we're going to describe how to use some of the basic
web mail tools that many email users use, such as email forwarding,
managing email folder, auto responders, filters, etc. Go up here to the
email menu. Let's start with email forwarding. Very common action. On this
page, you can specify how you want your inbound email handled. By default,
email forwarding is off, disabled. You could choose to have all of your
email forwarded to another email address. Enter the email address in here,
turn it on, and hit save changes. These changes take about one to two
minutes to take effect. Once they do, copies of all of your messages are
being forwarded to Joe@gmail.com. If you would like to forward a copy and
have a copy still delivered through to your inbox, enable forward and keep
a copy here.

Your other options are block inbound email. Use this only if you
never want to receive any inbound email again. You can put a message here
like, "Go away." Once this takes effect, then every message that comes
through will be bounced back with the message, "Go away," and you will not
get any new email messages. Similarly, you could choose merely to delete
all inbound email without a bounce message and without anything following
through. One related item which is very useful is the backup folder. If
you enable this, then copies of all of your recent email will be saved in
a separate folder called backup. By default, it saves the latest 100
messages. This is great because if you accidentally delete something,
which we all have, you can always jump into the backup folder and get the
copy of it, and save yourself the hassle of having to talk to the sender.

I'm gonna turn these settings off now, but I'm gonna leave the backup
folder setting on. Now we're gonna jump to email folders. Managing your
email folders. You can do that through this command here, in the settings
menu, or by jumping up here to this menu. They're the same thing. Go into
email folders. It's a list of all of your folders. You can add the
settings of any folder and you can delete many of the folders. You can't
delete system folder like inbox, though. If you want to see how many
messages are in a folder or how much disk space they're using up, you
could choose one of these commands and hit go. There you go. These folders
just have a few messages each in them.

If you want to edit a folder, its properties, you can click on the
folder name or click on the edit icon, and you'll get a little pop-up. In
this pop-up, you have a lot of different options. You could configure
sharing of the folder with other people on your account, so that they can
have read only or read write access. You can copy or move messages in bulk
to other folders. You can remove duplicate messages from this folder. You
can auto delete messages. This is common if you're the type of person who
gets tons and tons of email, and you just want all old messages, like say
older than 30 days, to just automatically go away. So you don't have to
take the time to manage the folder yourself.

While LuxSci has lots and lots of features to make things speedy, if
you've got 100,000 messages in there, it's definitely gonna be slower than
if you have 10. You can export your messages for offline usage. You can
import messages from other locations. You can repair folders and you can
configure web mail acceleration, which is one of our features for making
things speedy. All right. Next we're gonna look at ... Well, obviously you
can make new folders here, as well. Create new folders. Create folders
that are sub-folders of other folders, etc. You can really have as many
folders as you want and you can have any level of nesting that you want.
It's no problem.

Next, let's go to auto responders, which you can get at, once again,
through here or through here. Auto responders are also known as away
messages, vacation messages, etc. You can create an auto responder. Give
it a title for use. On vacation. Turn it on. Duplicate interval between
responses. If someone's sending you a lot of email, you don't want to send
them a whole lot of responses back because it's redundant, so you can set
the interval by which people won't get redundant responses. Now, you can
configure this response. You can say whatever you want. "I'm away in
Aruba." I wish. You can select a web mail signature to use. You can say
whatever text that you want to have here. "See you on Monday." Spell it
right. Then choose what messages you want to respond to. Generally, people
like auto responders to respond to every message that comes in.

If you're the kind of person who wears lots of hats in your
organization, you may be getting email from sales. You may be getting
personal email. You may be getting lots of things going to your same
inbox. In these cases, you can have auto responder messages that only
respond to messages addressed to you, for example. So you could have a
different response for messages to you and choose not to respond to
general addresses, like sales or info. Or you could have different
responses for different people. If you really want to get technical, you
can actually have your auto responder turn itself on at a certain date and
time and turn itself off at a certain date and time. So you don't have to
go in and remember to do it later. And so you can go and pre-plan
everything. Set everything up before you leave, so you don't have to be
sitting in the airport turning your auto responder on. This one's now
active and it's going to be enabled on all of our servers within one to
two minutes.

Custom filters allow you to customize what happens to email that
comes into your account. You have a few ones that are available
automatically, such as the filter that saves copies of messages to your
backup folder, which we discussed. Your basic spam filter. Your email
forwarding. Your email auto responders, etc. And the order by which these
filters are listed is the order by which they apply. I this example with
spam filtering on, messages that get caught as spam or viruses may be
deleted or saved in a special folder. They wouldn't make it on to the next
step of email forwarding. So if I was forwarding my messages, I wouldn't be
forwarding spam. So you need to pay attention to the order of the filters
when you're trying to decide what filters to put where.

Let's say that you want to create a new filter. Hit new. Give it a
name. Turn it on. Filter final if used. Filters are final if, when they
match a message. Then they do their action, and that's it for the message.
Like if you're going to delete a message, you usually don't want to do
anything else. Filters that are not final are filters where the message
continues on after the filter's action. Something that's not final might
be if you want to forward a message someplace and then have it continue on
to other filters and to your inbox.

You have to choose what conditions you want to have. It can be
applied to every message, messages from specific people. There's a lot of
options here. You can choose multiple filters. For example, you could
choose filters with the subject money or that have the word money in the
subject. Then you could also make it for the size is greater than 100
kilobytes, or 1000 kilobytes or a megabyte. When you choose multiple
options here, then they all have to be true in order for the filter to
match. If you choose exclude instead of match, that means doesn't have it.
So this would be messages where the subject contains money and where the
size is less than 1000 kilobytes. Okay.

Once you've chosen your requirements, then you say what happens when
something matches. And once again, you have a lot of options. You can save
the messages to a specific folder, have them deleted, forwarded, add
custom headers, block the messages with a custom bounce message. You could
have messages from someone you dislike bounce back and making it look like
you don't really have a valid email address there. You can be very fine
grained by combining your custom filters with forwarding, blocking, and
auto responses. You can scream with attachments and you can even save
messages to your applications, your web aids. For example, you could save
an inbound message to your calendar and have the calendar entries be
automatically added to your calendar.

All right. So when you're all done ... Okay, I didn't actually want
to choose that one. Let's just save that to the trash folder. Okay. Create
the filter. So here we are. Here's our new filter and it's on. It will be
live within a minute or two. If I have lots of filters, I might like to
organize them. So you can color code them here, so you can see what's
what. You can also rearrange the filters. Select a filter. Select the
position you'd like it to take and hit move to. And now the filter will
apply first. Once again, it's important to choose the order of operations
here.

Next, if you have our basic spam filtering system, as opposed to the
premium filters, you can configure your spam filtering right here in this
tool. Right now, spam filter's on, which is good. It's choosing to save
spam, whether it's definitely spam or possibly spam, to a separate folder
called spam, which you can access through web mail or through IMAP. And
it's deleting viruses. It's gonna send you a report once a day of messages
that are new in the spam and viruses folder. You can turn that off if you
don't like it. You can specify the range of the spam scores for what
determines whether messages are valid or spam or absolutely unwanted. The
defaults are five and 15. And you can change these to tweak the level of
sensitivity of the system.

You can update your white and black lists, so you can allow list
certain addresses, so that their messages will never be considered spam.
You can even white list everybody in your address book. And you can
blacklist people. If you're getting messages from people you never want to
get them again, you can block them. Of course, if you're trying to
blacklist just random spammer's addresses, it's not that useful since most
spammers just change up their addresses over and over again, so you end up
blocking thousands of addresses and not really dealing with the ultimate
problem.

You can read the help document for this and the other tools, like
custom filters and auto responders, for a great deal of information about
the particulars of the different options. Much more detail than I'm going
into here. Once you've made your settings changes, hit save changes, and
you're done. This will take place in the next one to two minutes, again.
You can come back here anytime you want and go into these settings and
check what they are, and modify them as you need them. Then you can go
back into your email and continue managing your day.

What People Say About LuxSci

Every time I needed support with LuxSci's Secure Email solution the technical staff at LuxSci found the solution very quickly. They always get to work on a ticket immediately. They always give a status update in the ticket system which also notifies via email. Opening and updating a support ticket is very easy. We are very pleased with the Secure Email product and the support team."

LuxSci is a very unusual company in the respect that if you ask support for a technical help, NOTHING is ever insurmountable to them. From a 1 to a 10, they are twelve!"

As a dentist, I'm glad I found LuxSci to walk me through the process of becoming HIPAA-compliant! Once I signed up, Connie and Peter both helped me setup get situated with my secure email service. Getting my Business Associate Agreement also a snap. Thank you LuxSci. Now I can concentrate on treating patients!"

LuxSci has been a pleasure to work with. The level of support we've received from them has been top-notch. From the smallest user issue to complex custom work, LuxSci has delivered service far above what I expected. Best of all, uptime with LuxSci has been 100%."

I wanted to congratulate you on your service; the reduction in Spam is incredible, and the speed of delivery is stunning. I am recommending you to all of my friends and associates! You can quote me on that!"